10 Tips for the Perfect Outdoor Wedding -Avoiding Outdoor Wedding Pitfalls By Nina Callaway, About.com Guide
Posted on | May 15, 2012 | No Comments
If you’ve decided to have an outdoor wedding, congratulations! Outdoor weddings are romantic and beautiful. However, they aren’t as easy as they may look. Outdoor weddings come with additional caveats and pitfalls, but if you follow these tips, you’ll be sure to shine on your wedding day.
- Make your guests comfortable Think about what the weather will likely be at the time of day and month of the year of your outdoor wedding. Sunny and hot? Don’t leave your guests uncomfortably melting – have your ushers give guests ice-cold bottles of water as they are seated. Consider printing your wedding program on a fan so that guests may cool themselves. Don’t forget to have plenty of sunscreen on hand as well. For a very warm location, look into renting large electric fans (don’t forget a generator) and/or a tent to shade the suns rays. If it will be cold and damp, make sure you tell guests that so they can wear extra layers. A simple xeroxed insert will do. You might want to have lap blankets on hand, or rent portable heaters.
- Have a backup plan What will you do if it rains? The ideal outdoor wedding location has an indoor location waiting just in case. Many brides and grooms opt to have their ceremony outside and reception inside. In a pinch, the tables can be scooted to the back of the room during the ceremony. A tent is another option, but only for light to moderate rain storms. A heavy rain will soak the ground underneath, leaving guests with soggy and muddy shoes. Make sure any tent you rent is sturdy so it won’t flip over, and that it has thick and weighted sides.
- Plan for Wind Many outdoor weddings suffer from windy conditions. Avoid light fabrics like chiffons and china silks in your dress and the bridesmaid dresses. Tell your hairstylist that you’ll be having an outdoor wedding so she/he can plan a style that won’t leave you looking like Cousin It! Men in the wedding party should use pomade or other styling product. Again, tell your guests in a printed insert so that they can plan accordingly. And of course, make sure your tent will stand up to gusting winds or find an indoor backup plan.
- Can everybody hear? When you picture your dream wedding at the beach, you’re probably not hearing the roaring of the waves, the rushing wind, or the local kids running and screaming around you. Look into renting a sound system with clip mikes for the bride, groom and officiant. Your DJ or band may be able to easily arrange this for you.
- Decorations One of the bonuses of an outdoor wedding is the natural beauty around you, lessening your need to decorate. But you still need to do some work. Visit the site a week before your wedding to make sure the grass is mown, the ground raked, and the flowers have bloomed. If your wedding is at a public park, you may want to ask the groomsmen or friends to do this the morning of your ceremony. If it’s been an especially cold season, you may need to supplement the flowers with some potted bulbs from a florist. Other decorations you may want to consider include an arch or trellis to focus the ceremony and frame the bride and groom as they say their vows; strings of lights or lanterns in the trees; luminarias; torches; or farolitas.
- Make things tasty outside Does your caterer have experience planning an outdoor wedding menu? Make sure they’re planning things that will keep well outdoors in the heat. Avoid things like mayonnaise salads or dishes which must be served cold.
- Don’t leave your guests parched Since alcohol is dehydrating, consider serving a variety of lemonades, teas and punches. Be sure to have plenty of ice and water around as well. For a fancy cocktail, why not serve a classic mint julep or a mojito? The mint will refresh and cool your guests.
- Those pesky flying things Be sure to put out citronella candles or a bug zapper so that your guests won’t spend the whole ceremony swatting at the air.
- Here comes the sun Consider timing your outdoor wedding for sunset where your guests will see you take your vows surrounded by the warm glow of the sun. Those having a daytime outdoor wedding should orient the ceremony so that the sun will be on guests’ backs rather than in their eyes.
- Permits Don’t forget to contact your city parks department or other local government to get a permit for an outdoor wedding. Be sure to ask about rules concerning trash removal, candle or torch lighting, and pre-wedding photography.
Tags: event > event planning > getting married > party > sound system > tent > wedding
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How QR Codes are Used in the Event Industry
Posted on | May 11, 2012 | No Comments
For a lot of industry experts, QR codes are a fleeting trend in the event industry, although these are extensively used, especially for corporate events. However, the most important question in connection to this is whether QR codes have a unique and lasting value, or are just another ’shiny object’.
It’s a question that has been raised by event professionals for years. However, different people have given a variety of views on the subject. So, are QR codes a passing trend or are they still relevant in today’s event industry, is an important issue for discussion.
According to experts, there are limited types of events or shows, where shiny objects like QR codes are a perfect match. On the contrary, QR codes are a complete flop in events for cultural and environmental reasons. However, with the increasing dependence on technological solutions, QR codes are receiving new dimensions, these days.
Events have now gone online. With online event registration system, QR codes have become an integral part of event management. In today’s events, QR codes helps a lot in attendee management. Managing a huge volume of attendees can become tiring at times. Offering a code to the name badges assigned to each attendee makes it a whole lot easier for the organizer to categorize all the prospective attendees in a hassle free way.
With the introduction of Smartphones equipped with barcode readers, QR codes have become even more popular. In fact, it assists in the event’s promotion strategy to a great extent. With it, you can invite your potential audience to your event’s web page, which is optimized for mobile viewing. To ensure best results using these codes, you have to include the following in your event’s promotional strategy.
- For a large-scale promotion of your event (be it a musical show, a corporate seminar, or a non-profit fundraiser), make sure that your code provides some audio playback or video footage through an internet service.
- Adding detailed biography of all the speakers to your event guide is both expensive as well as time- consuming. With these codes, you can provide a brief bio of all those who are going to appear on stage.
- Make sure, that the QR codes provide extensive information about the venue, date, and time of the event. To make it a successful venture, you can provide special offers and gift cards for those who purchase tickets of your events or join the email list.
In reality, QR codes have not yet lost their ground, but have become more technologically advanced which in turn helps in the event’s large-scale promotion.
Posted on Acteva.com on April 27, 2012
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Tips for Event Management Students
Posted on | May 9, 2011 | 94 Comments
- attend many events
- make cards
- build relationships with vendors
- visit RentalComp.com to save time searching for rentals
- network
- be organized.. (hint: Excel Spreadsheets)
- respect and value other people’s time and effort
- ask questions
- double check if you are unsure of what your client wants
- follow up with all parties
- PREPARE
- pay attention to the details
- have a back up plan
- have a back up plan for your back up plan
- be a good listener
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Source: BizBash
Tags: event planning > party planner > party planning > party students > students > tips
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8 Ideas for a Children’s House Party
Posted on | May 9, 2011 | 114 Comments
1. Pick a theme: Superhero or princess, everyone loves to dress up!
2. Water Celebration: Fill ‘er the water balloons, grab the hose, and rent a kiddie pool and slip n’ slide!
3. Pet Party: Rent animals or have your neighbors and friends bring domestic animals for a mini-petting zoo.
4. Paint Party: Face painting or working together on a watercolor mural, kids will love be artistic!
5. Cookie Decorating Party: May get a little messy, but were only young once, right?! Big cookies and icing will have your child and their friends personalizing their birthday cake!
6. Game Night Party: For inside parties, grab a board game or Twister. A good game of outside hide and seek will have the giggles coming!
7. Outdoor party: either at a park or in your own backyard, let your kids run around with party hats. Check our rentals for a lot of options on both indoor and outdoor seating, tents, and other furniture.
8. Backyard Sleep Over: especially nice in the summer, make sure you rent some tents and buy some marshmallows!
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Event Planning Checklist
Posted on | March 8, 2011 | 127 Comments
| Printable Event Scheduling Checklist 6 to 12 Months Ahead Yes No ___ ___Decide event purpose (raise funds, visibility, celebration, etc.) ___ ___Choose a theme ___ ___Visit potential sites ___ ___Research/appoint an event coordinator/manager ___ ___Research/select committees/chairpersons ___ ___Chairperson forms subcommittees ___ ___Get cost estimates (site rental, food, drinks, sound/lights, etc.) ___ ___Get recommendations for entertainment; hold auditions ___ ___Get bids for entertainment ___ ___Get bids for decorations ___ ___Get bids for design/printing ___ ___Get bids for other major items ___ ___Finance committee drafts initial budget ___ ___Decide on admission cost ___ ___Create sponsorship amounts/levels ___ ___List items to be underwritten and possible sources ___ ___Research/approach honorees ___ ___Compile mailing list (individuals/businesses) ___ ___Check proposed date for potential conflicts, finalize date in writing ___ ___Get written contracts for site, entertainment, etc. ___ ___Develop alternative site (if event is outdoors) ___ ___Consider pre-party event for publicity or underwriting ___ ___Invite/confirm VIPs ___ ___Pick graphic artist; begin invitation design ___ ___Create logo for event with graphic artist ___ ___Order hold-the-date cards or other event announcements ___ ___Set marketing/public relations schedule ___ ___Develop press release and calendar listings ___ ___Select photographer; arrange for photos of VIPs, chairmen, honorees ___ ___Get biographical information on VIPs, celebrities, honorees, chairmen ___ ___Investigate need for special permits, licenses, insurance, etc. 3 to 6 Months ___ ___Begin monthly committee meetings ___ ___Write/send requests for funding or underwriting to major donors, corporations, sponsors ___ ___Request logos from corporate sponsors for printing ___ ___Review with graphic artist invitations, programs, posters, etc. ___ ___Prepare final copy for invitations, return card, posters ___ ___Prepare final copy for tickets ___ ___Complete mailing lists for invitations ___ ___Order invitations, posters, tickets, etc. ______ Sign contract with entertainment company ___ ___Make list of locations for posters ___ ___Finalize mailing lists; begin soliciting corporations and major donors ___ ___Obtain lists from honorees, VIPs ___ ___Obtain radio/TV sponsors, public service announcements, promos ___ ___Set menu with caterer for food and beverages ___ ___Secure permits and insurance ___ ___ Get written confirmation of celebrity participation/special needs ___ ___Finalize audio/visual contract ___ ___Select/order trophies/awards 2 Months Ahead ___ ___Hold underwriting or preview party to coincide with mailing of invitations; invite media ___ ___Assemble/address invitations (with personal notes when possible) ___ ___Mail invitations ___ ___Distribute posters ___ ___Finalize transportation/hotel accommodations for staff, VIPs, honorees ___ ___Obtain contracts for decorations and rental items ___ ___Confirm TV/radio participation ___ ___Release press announcements about celebrities, VIPs, honorees ___ ___Follow up to confirm sponsorships and underwriting ___ ___Obtain logos from corporate sponsors for program printing ___ ___Review needs for signs at registration, directional, etc. ___ ___ All major chairpersons to finalize plans ___ ___Hold walk-through of event with responsible committees, chairpersons and responsible site staff members at event site ___ ___Review/finalize budget, task sheets and tentative timeline ___ ___Start phone follow-up for table sponsors (corporate, VIP, committee) 1 Month Ahead ___ ___Phone follow-up of mailing list (ticket sales) ___ ___Place newspaper ads, follow up with news media, on-air announcements ___ ___Confirm staff for registration, hosting, other ___ ___Write to VIPs, celebrities, program participants, confirm participation ___ ___ Complete list of contents for VIP welcome packets ___ ___ Get enlarged site plan/room diagram, assign seats/tables ___ ___Give estimate of guests expected to caterer/food service ___ ___Meet with all outside vendors, consultants to coordinate event ___ ___Review script/timeline ___ ___Continue phone follow-ups for ticket/table sales ___ ___Continue assigning seats; set head table, speaker’s platform ___ ___Confirm transportation schedules: airlines, trains, buses, cars, limos ___ ___Confirm hotel accommodations ___ ___Prepare transportation and accommodations (include arrival time, flight number, airline, person assigned ___ ___to meet flight) ___ ___Confirm special security needed for VIPs, event ___ ___Prepare welcome packet for VIPs, chairmen, and key staff ___ ___Schedule deliveries of special equipment, rentals ___ ___Confirm setup and tear down times with event site ___ ___Finalize plans with party decorator ___ ___Give caterer revised numbers ___ ___Meet with chairpersons, key staff to finalize any of the above 1 Week Before ___ ___Meet with all committees for last-minute details ___ ___Finish phone follow-ups ___ ___Confirm number attending ___ ___Finish seating/table arrangements ___ ___Hold training session with volunteers; finalize assignments ___ ___Secure two or three volunteers to assist with emergencies ___ ___Finalize registration staff ___ ___Distribute seating chart, assignments to hosts/hostesses ___ ___Schedule pickup or delivery of any rented or loaned equipment ___ ___Double-check arrival time and delivery times with vendors ___ ___Reconfirm event site, hotel, transportation ___ ___Deliver final scripts/ timelines to all program participants ___ ___Finalize catering guarantee, refreshments ___ ___Confirm number of volunteers ___ ___Make follow-up calls to news media for advance and event coverage ___ ___Distribute additional fliers ___ ___Final walk-through with all personnel ___ ___Schedule rehearsals ___ ___Schedule volunteer assignments for day of event ___ ___Establish amount of petty cash needed for tips and emergencies ___ ___Write checks for payments to be made for the day of the event Day Before Event ___ ___Lay out all clothes that you will need the day of the event ___ ___Recheck all equipment and supplies to be brought to the event ___ ___Have petty cash and vendor checks prepared Event Day ___ ___Arrive early (with your change of clothes) ___ ___Unpack equipment, supplies and make sure nothing is missing ___ ___Be sure all VIPs are in place and have scripts ___ ___Reconfirm refreshments/meal schedule for volunteers ___ ___Go over all the final details with caterer and setup staff ___ ___Check with volunteers to make sure all tasks are covered ___ ___Setup registration area ___ ___Check sound/light equipment and staging before rehearsal ___ ___Hold final rehearsal |
Tags: event > event blog > event checklist > event planning > event production > event rentals > event tips > rentals
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Wedding Day Emergency Kit
Posted on | January 11, 2011 | 5 Comments
I came across a great blog that lists items that they have actually used at weddings before. Whether you are the bride or the event planner listen up!
In case of emergency, it is recommended you have these items near by.
Lint brush
Breath mints
Pain killers
Antacid – for sour stomachs and nervous brides
Tampons
Toothbrush
Toothpaste
Dental Floss
Sewing kit with buttons and different colored thread – many times
Make up
Hairspray
Tissues
Deodorant
Bobby pins, clips & hair elastics
Moisturizer/Hand lotion
Eye drops
Stain remover (Tide to go or Oxy)
Band-aids
Garment tape
Scissors
Extra corsage & boutonniere pins
Nail file, clippers
Matches or lighter – many, many times
Safety pins
Extra place cards
Flower wire and flower tapes (to fix a bout or make one on the spot)
70 umbrellas
Items you should have on hand – unless you have a Day of Coordinator and then they should have all of
Lint brush
Nail polish and remover
Tweezers
Breath mints or mouthwash
Snacks
Cotton balls, cotton swabs
Pain killers
Non drowsy allergy pills
Antacid
Tampons or Liners
Toothbrush
Toothpaste
Dental Floss
Sewing kit with buttons and different colored thread
Body glue
Make up
Clear nail polish
Nail glue
Hairspray
Tissues
Deodorant
Brush
Bobby pins, clips & hair elastics
Compact or powder
Q-tips
Moisturizer Hand lotion
Mirror
Contact solution
Eye drops
Gums, mint or breathe freshener
Extra pantyhose
Stain remover (Tide to go or Oxy
Baby wipes
Black permanent marker for scuffed shoes
Stapler
Band-aids
Baby powder
Masking tape, hem tape
Garment tape
Scissors
Duct tape
Extra corsage & boutonniere pins
Extra earring backings
Extra cufflinks
Nail file, clippers, scissors
Matches or lighter
Hand towelettes & sanitizer
Tweezers
Safety pins
Extra place cards
Flower wire and flower tapes (to fix a bout or make one on the spot)
Small first aid kit
70 umbrellas
Also super important:
- cell phone and home numbers of all wedding participants
- Contact information for all vendors
__
post courtesy of Calluna Events
+ Calluna Events Blog
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2011 Wedding Trends
Posted on | January 3, 2011 | 61 Comments
We at RentalComp want to wish you a happy, healthy and successful 2011!
A look into the 2011 wedding crystal ball predicts the following trends:
- brides scrapping assigned seating. One way to do this is to set up your wedding reception in a lounge style rather than a formal dining room style. The lounge style reception hall is an excellent new wedding idea that offers a variety of seating areas where guests can easily mix and mingle without feeling tied to that one assigned seat. And you can really save your budget by cutting out those fancy, overpriced nameplates.
- for traditional seating, brides will be mixing things up by using tables in a variety of shapes and sizes paired with complementary, mismatched chairs, benches and stools.
- wedding planners are turning more and more to DJs rather than piano players or bands.
- many brides are purchasing a second, more casual bridal gown to change into for the reception.
- instead of renting out one venue, choose several different places to hold each activity and rent a nice chartered bus to carry the wedding party and guests from place to place.
Check back for more trends as 2011 continues.
Invite your friends to lurk our site. I promise they won’t hold it against you! Cheers
—
post courtesy of Knot the Groom
+ Knot the Groom Blog
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Questions to Ask Your Reception Venue Manager
Posted on | December 15, 2010 | 100 Comments
If you are new to the business and do not have a clear understanding of the type of questions you should ask at your meeting with the manager of a reception hall, captioned below is a list of questions that you can ask your initial meeting prior to signing the contract.
Date and Time:
1. Do you have any dates available for the month of [whatever month you want your wedding to occur]? What time is available? (You can save money if you have a mid-morning reception (brunch) or an afternoon reception.)
2. What is the timeframe that my vendors have for set-up? Which day (can they start the day before or a couple of hours before my reception)?
3. Can we store items at your venue the day before? (If yes, please verify checklist and find out where the items will be kept.)
4. What is the earliest time items can be delivered to your venue?
5. If we have to rent items, can we leave them at your venue for Monday pickup by the rental company?
6. When can my vendors perform a site visit? (I strongly suggest that your DJ, photographer, videographer, caterer, if applicable, florist (if you are incorporating an unique design for your wedding) and lighting company, if applicable, visit your reception venue prior to your wedding date. You do not want them trying to figure how to support your vision on your wedding day.)
Fees and Insurance:
1. How much is your per person fee? Is there a sliding scale depending on the guarantee, i.e., if I have 100, 125 or 150 guests – what is the per person charge for each category? What is your fee for children and the sliding age price scale? Does this charge include tax and all surcharges? If yes, what are your surcharges? Gratuity amount?
2. What is included in your per person fee, i.e., coat check person, security, bathroom attendant, etc.? (If it is an open space, does your fee include tables, chairs, linens, dishes, etc.)
3. What color linens and chair covers do you offer in your rental fee?
4. Do you offer a discount for military personnel, etc.?
5. What is your payment plan?
6. What is the minimum you will accept for a down payment?
7. What is your cancellation policy? Postponement policy?
8. Do you have any violations (building inspector, Department of Health) that will jeopardize my event?
9. Do you need certificate of insurance from my vendors (photographer, videographer, DJ), etc.? (If the venue needs a certificate of insurance, make sure that you have a copy of the certificate with you on the day of the event.)
10. When do we have to guarantee the number of guests? What is the penalty, if any, and latest date to change our guarantee? If we do not meet our guarantee and if we have to pay for vendors, can the vendors be considered guests (in other words you do not have to pay for them)? (Also, try to negotiate complimentary vendor’s meals.)
11. Are vendor’s meals included in the per person fee? (It usually is not but try to negotiate to minimize the expense of your vendor’s meals.)
12. Is a top shelf bar included in your fee?
13. How is overtime calculated, what is the cost and how will it be billed?
14. Do you accept credit cards?
15. Do you have full liability insurance?
Size of the Venue:
1. How many guests can your venue accommodate?
2. How many events do you have simultaneously?
3. How many events are booked on my wedding day?
4. Is your venue handicapped accessible?
5. Is (valet) parking available? If yes, where is the location? If no, do you have a relationship (meaning offers discounts) with a parking garage?
6. Ask for a tour of the venue (make sure you inspect the bridal suite and ask if the door can be locked since you will and your bridal party will have personal items in the suite?)
7. Do you have a lady-in-waiting available for my wedding day?
Restrictions:
1. Are there any open flame restrictions?
2. Are there any alcohol restrictions?
3. Do you have any restrictions which are not captioned above?
Food and Beverage:
1. Do you provide a tasting? If so, is there a fee involved? If yes, is a part of the fee returnable to offset my balance?
2. When can we select the menu?
3. If we decide to use our own champagne for the toast, does your venue charge a corkage fee?
4. If we decide to use an outside bakery for our cake, are there any fees associated with same?
5. How many bars will be available for my guests during cocktail and the reception?
6. How many waiters will be available to serve my guests?
7. May I review your banquet event order (lists your food for cocktail and reception; any special requests, etc.) when I make my last payment?
General:
1. How long have you been in business?
2. On the day of my event, how many staff members will be present?
3. How is the acoustics in the reception room?
4. Do you have a relationship with any hotels? What is your discounted fee with them?
5. Will someone escort my guests to the cocktail room? Reception room?
6. What will your staff be wearing on the day of my wedding?
Good luck at your first meeting with your reception venue.
___
post courtsey of Especially For You Planners
+ Especially For You Planners LLC blog
Tags: event dyi > finding perfect venue > planning event at venue > questions for venue > venue
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Party Checklist!
Posted on | December 10, 2010 | 149 Comments
Take a look at a very helpful party planning checklist from our friends at iParty!
Step 1: Click the picture to enlarge
Step 2: Print it for your future parties.
Hear that? Sounds like a sigh of relief to us!
__
post courtesy of iParty
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RentalComp: A National Service!
Posted on | November 30, 2010 | 2 Comments
RentalComp Expands Revolutionary Search and Compare Website Nationally for Event Planners and Rental Vendors
Site lists over 250,000 Unique Rental Products and Services from over 1,000 Vendors.
LOS ANGELES, CA (November 1, 2010) – RentalComp (www.RentalComp.com) announces today the national expansion of its groundbreaking search and compare website for event rental products. RentalComp will provide the largest and most comprehensive rental product database for event planners, party planners and set decorators to search, view and compare rental items.
With over six years in the event industry and backgrounds in computer science, the RentalComp team has a strong foundation in both website design and event rentals for high profile events and movie and TV productions. Based on their experience, RentalComp simplifies the needs of the event and party planning industry which previously relied on traditional catalogs and static website listings to provide information on rental items including furniture, glassware, linens, tents, props and much more.
“Our concept is completely new to the marketplace and consolidates all event rental products and services in one simple website,” said Marketing Director Darryl Aken. “Utilizing simple keyword searches, users can quickly search our database of over 100,000 unique items to find the exact product or service that fits their needs.
A typical RentalComp keyword search for “chairs” in the New York Metro market instantly yields over 300 unique chairs, shown in color ‘thumbnail’ images, side by side. Clicking on any image takes the user to a product ‘tear sheet’ with multiple action options including ‘one click’ vendor price quote requests plus, save to favorites, print, email and save options. No individual rental company website or catalog offers these powerful user features.”
After searching and comparing items, event designers communicate directly with the rental companies.
Launched first in Southern California in June, RentalComp has expanded to every event market to provide a comprehensive regionalized database. RentalComp’s growing database currently includes over 1,000 rental vendors and 250,000 rental product items and event services.
The RentalComp web site is free to event professionals and individuals who seek rentals. Rental companies that list their inventories on RentalComp receive monthly detailed activity statistics by rental product. No other advertising medium provides such detailed information.
Product and service listing packages for rental companies start as low as $4.95/month with a free introductory trial available.
# # #
Media Contact:
Darryl Aken | 310-952-3424 | d@rentalcomp.com)
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Sample Rental Products and Services
